India Addendum
 
For India Employees Only
To our India employees: Please note that wherever Indian law provides for or offers greater protections to our employees, Indian law will govern. Some of the policies below may not be applicable to all employees. Please contact a member of the Human Resources Department if you have any questions about the content of this Addendum.
 
 
Table of Contents

Supplementary Terms and Conditions of Employment 
Probationary Period
Normal Place of Work
Your Work Schedule
Employees Provident Fund (EPF)
Annual Leave
Sickness
Personal Data
Leaving Citadel
 
Non-Contractual Policies and Procedures 
Working with Respect
Employees with Disabilities
Policy on Prevention of Sexual Harassment
Parental Leave and Other Time Off
Maternity Leave
Paternity Leave
Bereavement Leave
 
Supplementary Terms and Conditions of Employment 
 
All references to the Punjab S&E Laws in this Addendum are to the Punjab Shops and Commercial Establishments Act 1958 read with the Punjab Shops and Commercial Establishments Rules,1958.
 
Probationary Period
While Citadel hopes your employment will be long term, the first three months of your employment will be a probationary period. This is an opportunity for Citadel to review your suitability for the job.
 
The terms and conditions of employment set out in the Handbook apply to you during your probationary period.
 
The notice provisions that apply during your probationary period are as follows:
 
      • Your employment may be terminated during the first month of your probationary period, by either you or Citadel without notice.
    •  
      • For the remainder of your probationary period the notice required from either party is not less than seven days’ written notice.
Normal Place of Work
Your normal place of work is Citadel’s premises in Gurugram, Haryana, India. We reserve the right to relocate our offices to any place within India or otherwise make reasonable changes to your normal place of work at any time.
 
Your Work Schedule

Your normal hours of work will be agreed with your manager. Subject to applicable laws, you are required to work such additional hours without additional pay as are necessary for the proper performance of your duties and responsibilities.
 
Unless advised otherwise, Sunday shall be your statutory rest day with Saturday being a contractual day off which Citadel may, among other things, designate as an alternative holiday in respect of any statutory holiday worked.
 
Employees Provident Fund (EPF)
Please refer to the Intranet for information on EPF.
 
Annual Leave

Entitlement
In addition to the public holidays on which the National Stock Exchange of India is closed for equities trading, you are entitled to 18 working days’ paid annual leave per holiday year (this includes your statutory entitlement) (your “Annual Leave Entitlement”).
 
Procedures
Un-availed annual leave will be accumulated, and a maximum of 30 annual leave days can be carried over to the next year. Any unused annual leave days beyond the 30 days limit will lapse. If Citadel requires you to work on a public holiday, you will be entitled to a day’s holiday in lieu as well as any additional amount (if applicable as per relevant laws).
 
You may not take annual leave and holidays (in lieu of those worked) without the prior approval of your manager.
 
Termination of Employment
On termination of your employment, we will pay you in lieu of any accrued but untaken Annual Leave Entitlement.
 
If you have used more than your accrued Annual Leave Entitlement at the termination of your employment, you must repay us (or we may make a deduction, to the extent permitted by law, and without prejudice to our right to seek repayment by you of any part still outstanding thereafter) for the excess days as per your annual salary for each excess day.
 
All employees are entitled to seven days of casual leave in a calendar year.


Sickness

Entitlement
Your sick leave benefit shall be in accordance with the Punjab S&E Law. You will be entitled to up to seven days of paid sick leave in a calendar year (pro-rated for part of a year). In order to be eligible for paid sick leave for a continuous period of four or more days you must submit a medical certificate for the entire period of the sickness absence.
 
You will be entitled to sick leave in accordance with the Short-Term Disability (STD) Policy which is inclusive of any statutory entitlement you may accrue and be entitled to receive. Please refer to the Intranet for further details of this benefit.
 
If you are absent from work due to sickness or injury, you must inform your manager, the Chief Operating Officer, or the Human Resources Department at the start of your normal working day on each day of absence. You must keep Citadel regularly informed of the reasons for and expected duration of your absence. Any unauthorised absence for whatever reason must be explained and failure to do so may be treated as a disciplinary matter.
 
Pay During Sickness
If you do not qualify for STD sick pay in accordance with the STD Policy or if statutory requirements under Indian law provides for more beneficial statutory entitlements, you will be entitled to sick leave and sickness allowance during your period of absence from work due to sickness or injury in accordance with the requirements of Indian law.
 
Personal Data
The following information is provided to you in accordance with the requirements of the Information Technology (Reasonable Security Practices and Procedures and Sensitive Personal Data or Information) Rules, 2011 ("2011 Rules") framed under Section 43A of the Information Technology Act, 2000.
 
You may be required to supply personal data in connection with your employment. All personal data concerning you (whether provided by you or any other person, and whether provided before or after the date of the employment contract) may be disclosed or transferred to or otherwise used by Citadel and/or any member of the Citadel Group and/or any person authorised by Citadel when carrying out the business of Citadel or any member of the Citadel Group.
 
All personal data concerning you (whether provided by you or any other person, and whether provided before or after the date of the employment contract) may be collected, used, and maintained for the following purposes:
 
 
  • all matters connected to your employment including payroll, benefit administration, transfer, facilitating performance appraisals, promotion and other career-related matters, making tax returns, and the review of employment decisions;

  • all matters relating to or in connection with the business of Citadel or any Citadel Group entity, including marketing and promotional activities;

  • any purpose relating to or in connection with compliance with any law, regulation, court order or order of a regulatory body; or

  • in the good faith that disclosure is otherwise necessary or advisable including and without limitation to protect Citadel's and/or any member of the Citadel Group rights or properties or in circumstances which Citadel considers to be related to any of the purposes for which the data are collected.
The personal data that Citadel has collected may be transferred (within or outside India) to our subsidiary and associate companies including any member of the Citadel Group; their insurers and bankers; medical practices providing medical cover for employees; administrators or managers of Citadel’s provident fund scheme; and other companies engaged in contractual activities on Citadel’s behalf; for the above mentioned purposes for which the personal data are to be used.
 
It is Citadel’s policy to retain certain personal data of employees when they cease to be employed by us. Such data is required for any residual employment-related activities in relation to a former employee including, but not limited to: the provision of job references, processing applications for re-employment, matters relating to retirement benefits, and allowing us to fulfil contractual or statutory obligations.
 
Citadel generally retains data in respect of employees for a period of eight years from the date the employee leaves Citadel’s employment unless there is a subsisting reason that obliges Citadel to retain the data for a longer period.
 
In order to ensure the correct use and to maintain the accuracy of data collected from you, as well as preventing unauthorized or accidental access, processing, erasure or other use of the data, Citadel has implemented various physical, electronic, and managerial measures to safeguard and secure the data Citadel collects.
 
In general, and subject to certain exemptions, you are entitled to:
 
  • request access to your personal data, which must be provided within a reasonable time;

  • request the correction of your personal data; and

  • be given reasons if a request for access or correction is refused.
Any request for access to and/or correction of personal data should be addressed to the Grievance Officer, who is the Head of People, APAC at APAC_People@citadel.com.
 
Leaving Citadel
 
Notice of Termination of Employment
 
As mentioned above, on satisfactory completion of your probation period (or any extension) and subject to the termination provisions in relation to Right to Work and Regulatory Approval in the Handbook, your notice period will be as set out in your Employment Terms.
 
Summary Termination
Citadel shall (without prejudice to its other rights and remedies) be entitled to terminate your employment without notice and without pay in lieu of notice in appropriate circumstances, including for the avoidance of doubt, gross misconduct as set out in the Handbook. You shall have no claim against Citadel for damages or otherwise by reason of termination of your employment by Citadel in accordance with this section. Gross misconduct additionally includes, without limitation:
 
  • Striking work or inciting others to strike work in contravention of any law or rules thereof;
  • Habitual unauthorised absence or unauthorised absence for a period exceeding 10 days.
Non-Contractual Policies and Procedures
 
Working with Respect
Citadel encourages employees to report in good faith any unlawful discrimination. Any employee who feels discriminated against should report the complaint as soon as possible to their manager, the Human Resources Department, their Business COO, a member of Legal & Compliance, or any other member of Firm management with whom they are comfortable. In line with the requirements under applicable law, an individual in the Human Resources Department will act as the ‘Complaints Officer’ for the purposes of redressing discrimination and harassment under this policy. 
 
Employees with Disabilities
Citadel is under an obligation to comply with The Human Immunodeficiency Virus and Acquired Immune Deficiency Syndrome (Protection and Control) Act, 2017 (“HIV Act”), The Transgender Persons (Protection of Rights) Act, 2019 (“Transgender Act”) and The Rights of Persons with Disabilities Act, 2016 (“Disabilities Act”) which provides certain rights, privileges and immunities to individuals with certain health conditions and specified disabilities. Under the aforesaid laws, it is unlawful to discriminate against job applicants and employees on the basis of his or her disability and health condition. It is also unfair under the HIV Act to discriminate against someone who has an associate who lives with a HIV positive person. An associate includes a spouse, relative, carer, someone who is living with the employee and someone who is in a business, sporting or recreational relationship with the employee.
 
You are likely to be disabled for the purpose of this policy if you are partially sighted, blind or deaf, have a severe stammer or stutter, need to use a wheelchair or have difficulty walking, suffer from a recognised mental illness, suffer from a progressive illness such as cancer or multiple sclerosis, are facially disfigured or have total or partial loss of a part of your body. However, this list is in no way intended to be exhaustive and employees suffering from many other illnesses or medical conditions will also be disabled for the purpose of this policy.
 
You may be regarded as continuing to be disabled for the purpose of this policy even if you no longer suffer from the illness or medical condition which previously disabled you.
 
Physical Infrastructure
It is Citadel’s continuous endeavour to ensure that our infrastructural facilities are compliant with accessibility standards as per the applicable laws to enable you to effectively discharge your duties.
 
Digital Infrastructure
It is Citadel’s continuous endeavour to ensure that all our documents, communication and information technology systems adhere to the accessibility standards.
 
Travel, Stay and Transport
For official travel, employees with disabilities will be provided accessible modes of transport and accessible guest houses and hotels.
 
If you feel you are an individual with a disability and need an accommodation to perform your job, you should make such an accommodation request to your manager, or the Human Resources Department. Upon receipt of the accommodation request, we will work with you in investigating a reasonable accommodation that enables you to perform the essential functions of your job, as long as such accommodation does not pose an undue hardship to Citadel. After proper assessment, the Human Resources Department will advise you of our decision on your accommodation request.
 
Only those persons with a need to know will be apprised of any medical or other information concerning your accommodation request.
 
Privacy
You shall have the right to disclose your gender identity, disability status, medical condition, etc. or to keep it private. Any employee desiring to change their name or gender status or any information relating to their health or disability in the official records can send their request to the Human Resources Department.
 
Any information disclosed to Citadel about your gender identity or any information relating to your health or disability shall be treated with utmost respect and in compliance with all applicable data protection laws.
 
Model Policy under HIV/AIDS Law
You are required to familiarize yourselves with the Human Immunodeficiency Virus and Acquired Immune Deficiency Syndrome Policy for Establishments, 2022 (“Model Policy”) notified under the HIV/AIDS Law. The Model Policy can be accessed here.
 
Policy on Prevention of Sexual Harassment
Complaints of sexual harassment will be dealt with under the Policy on the Prevention and Redressal of Sexual Harassment at the Workplace formulated in accordance with the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Act, 2013 (“SH Act”) and the Sexual Harassment of Women at Workplace (Prevention, Prohibition and Redressal) Rules, 2013 (“SH Rules”). Any employee with questions or concerns should reach out to the Human Resources Department. This policy supplements the Working with Respect section in the Handbook. In the event of any conflict between this policy and the Working with Respect section in the Handbook in relation to the subject of sexual harassment, this policy will prevail.
 
Parental Leave and Other Time Off 
Employees must complete the necessary forms and provide all documentation as required by the HR Benefits Team to substantiate any leave requests under this section.
 
Maternity Leave
If you become pregnant and have a baby while you are employed by Citadel, you will be entitled to take paid maternity leave in accordance with this policy.
 
Please note that all female employees who have been employed with Citadel for not less than 80 days in the 12 months immediately preceding the date of her expected delivery would be eligible for the paid maternity leave under this policy. Individuals considered interns and contractors are not eligible for the paid maternity leave under this policy and they are only entitled to maternity leave benefits under relevant Indian law.
 
Leave Entitlement and Maternity Pay
Subject to a female employee completing at least 80 days of service, all female employees of Citadel will be entitled to a maximum of 26 weeks paid maternity leave i.e., eight weeks up to and including the expected day of delivery and 18 weeks immediately following that day.

In case of miscarriage or medical termination of pregnancy, a female employee shall on production of sufficient proof, be entitled to leave for a period of six weeks immediately following the date of her miscarriage or medical termination of pregnancy. Similarly, in case of tubectomy operation, a female employee shall, on production of sufficient proof, be entitled to leave for a period of two weeks immediately following the day of operation.

In addition to the aforesaid, a female employee shall also be entitled to paid leave for a maximum period of one month in case of illness arising out of pregnancy, delivery, premature birth of child, still birth, miscarriage, medical termination of pregnancy or tubectomy operation. A female employee may be required to submit such medical proof regarding any such illness as may be requested by Citadel.

Where a female employee adopts a child below the age of three months or is a commissioning mother (i.e., a biological mother who uses her egg to create an embryo implanted in any other woman), such female employee would be entitled to paid maternity leave of 12 weeks from the date the child is given over to her care.

Throughout your maternity leave period, your entitlements and benefits will remain the same. During your period of maternity leave, you will continue to accrue annual leave at your contractual rate. Eligible employees are also entitled to a medical bonus in accordance with the provisions of the Maternity Benefit Act, 1961, currently INR 3500 and as amended from time to time.

Ante-Natal Care
 

If you are pregnant and have made an appointment to receive ante-natal care on the advice of a registered medical practitioner, you may take time off work to attend the appointment. You will not be required to work additional or different hours to make up the lost time but we ask that you endeavour to arrange ante-natal appointments at the beginning or end of the working day where possible.

Start of Maternity Leave

A medical certificate certifying the pregnancy by a registered medical practitioner is required by Citadel and should be provided to the HR Benefits Team. Indian law requires that you must start your maternity leave any time within eight weeks before your child is due to be born. With the agreement of Citadel, you may decide to commence your maternity leave two weeks before your child is due to be born. However, in the absence of an agreement, you will be required to commence maternity leave eight weeks before your child is due to be born. You must inform your manager and the HR Benefits Team, no later than 12 weeks before the expected date of birth, the date on which you wish to commence maternity leave.

Paternity Leave
If you become a father of a newly born child, or a father-to-be of a new born child, or a parent of an adopted child or child placed in long-term or permanent foster case while you are employed by Citadel, you will be entitled to take paid paternity leave in accordance with this policy.
 
Please note that only permanent employees are eligible for the paid paternity leave under this policy. Individuals considered interns and contractors are not eligible for the paid paternity leave under this policy.
 
Regardless of their length of service, employees who are new fathers, fathers-to-be of a new born child, or the parent of an adopted child, or a child placed in long-term or permanent foster care, are entitled to take up to 10 days’ paternity leave on full pay. In order to qualify for paternity leave, you must: 
 
  • be the biological father of a new born child or the mother’s husband or partner, or the parent of an adopted child or a child placed in long-term or permanent foster care; and
  • have responsibility or main responsibility for the upbringing of the child.
Eligible employees are generally entitled to take the 10 days of paternity leave in one continuous period, or two 5-day periods. Employees may take paternity leave at any time during the period from four weeks before the expected date of delivery of the child to 10 weeks beginning on the actual date of delivery/adoption/fostering placement of the child. Only one period of leave will be available to you irrespective of whether more than one child is (i) born as a result of the same pregnancy, (ii) adopted, or (iii) placed on fostering care.
 
In relation to a newly born child, if you notify your manager and the HR Benefits Team of the expected delivery of the child at least three months before the expected delivery date (“3-month notification rule”), you can take paternity leave by notifying your manager and the HR Benefits Team immediately prior to taking leave. If you do not satisfy the 3-month notification rule, you must notify your manager or the HR Benefits Team of the intended date of leave at least five days before the leave begins.
 
For the avoidance of doubt, an employee who has taken maternity leave will not be entitled to paternity leave under this section.
 
Bereavement Leave
You will be entitled to take up to five days’ leave on full pay to attend the funeral or take care of related personal details due to a death in your immediate family. “Immediate family” for purposes of this policy is defined as your spouse, children, parents, grandparents, siblings, siblings-in-law and parents-in-law.
 
You will be entitled to take up to three days' leave on full pay to attend the funeral or take care of related personal details due to the death of an extended family member. For purposes of this policy, “extended family” means grandparents, aunts, uncles and cousins.